Merge pull request Expensify#63169 from Expensify/add-travel-approval-types-guide

Author: twisterdotcom

docs/articles/new-expensify/travel/Travel-Approval-Types.md

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+---
+title: travel-approval-types.md
+description: Learn about the different approval types in Expensify Travel powered by Spotnana, and how they impact booking workflows and policy compliance.
+keywords: Expensify Travel, approval types, soft approval, hard approval, passive approval, Spotnana, travel policies
+---
+
+<div id="new-expensify" markdown="1">
+
+Expensify Travel uses a tiered approval system to help organizations balance booking efficiency with policy oversight. Here's how each approval type works, and when to use them.
+
+# Expensify Travel approval types
+
+Expensify Travel (powered by Spotnana) supports **three types of booking approvals**: **Soft**, **Hard**, and **Passive**. These are set by your workspace's travel policy and determine the level of oversight required before a travel booking is finalized.
+
+---
+
+## How approval types are determined
+
+Each booking (air, hotel, car, etc.) is evaluated **independently** based on the travel policy configured in your workspace.
+
+Admins can define:
+- Which bookings require approval
+- What type of approval is used for different scenarios
+- Who needs to approve based on traveler role or booking type
+
+---
+
+## Booking process overview
+
+No matter the approval type, every booking follows this core process:
+
+1. The system tickets the booking immediately to lock in the fare.
+2. The travel policy engine checks the booking against your workspace's rules.
+3. If required, the system triggers the appropriate approval workflow.
+
+---
+
+## Soft approval (Opportunity to Deny)
+
+A booking can proceed **unless it's explicitly denied** by the approver within the void window.
+
+### Process:
+- The approver gets notified.
+- If they **do nothing**, the booking is confirmed.
+- If they **deny** within the void window, the ticket is voided.
+
+### Key characteristics:
+- No action is required to approve.
+- Approver sees language like: *"To approve this request, no action is required."*
+- The approval window is tied to the supplier's void window.
+- Low-friction process ideal for common bookings.
+
+### Best used for:
+- Everyday bookings where delays would risk fare increases.
+- Teams with strong, well-followed travel policies.
+- Use cases where notification is enough for visibility.
+
+---
+
+## Hard approval
+
+The approver **must take action** for the booking to go through.
+
+### Process:
+- Approver must explicitly approve within the void window.
+- If denied, the ticket is voided.
+- If no action is taken by the deadline, the ticket is automatically voided.
+
+### Key characteristics:
+- Action required to proceed.
+- Auto-void occurs if approval isn't given in time.
+- Approval window is the shorter of:
+  - 48 hours, or
+  - The supplier's full-refund void window
+- If travel begins within 48 hours, that becomes the approval deadline.
+
+### Downgrade scenarios:
+Hard approvals automatically downgrade to **Soft** when:
+- The supplier has a 0-hour void window.
+- The ticket is non-refundable.
+- The booking is made via manual form.
+
+### Best used for:
+- High-cost or international bookings.
+- Strict policy environments.
+- Scenarios where cost control is more important than fare locking.
+
+---
+
+## Passive approval (FYI only)
+
+Used purely for visibility—no action can be taken.
+
+### Process:
+- Approver is notified, but cannot approve or deny.
+- Booking continues automatically.
+
+### Key characteristics:
+- No action options.
+- Provides awareness, not oversight.
+
+### Downgrade scenarios:
+Both **Soft** and **Hard** approvals downgrade to **Passive** when:
+- The booking is made via manual form.
+
+### Best used for:
+- Informing managers about team travel.
+- Audit trail requirements.
+- Reducing booking friction while maintaining transparency.
+
+---
+
+# FAQ
+
+## Can a trip include multiple approval types?
+Yes. Air, hotel, and car bookings are evaluated independently and may each follow different approval rules.
+
+## What is a "void window"?
+The time frame in which a ticket can be canceled for a full refund—set by the travel supplier.
+
+## What happens if an approver misses the hard approval window?
+The booking is **auto-voided** to prevent unapproved charges.
+
+## Can admins customize who receives approval notifications?
+Yes. Workspace travel policies can define approvers based on roles, cost, destination, or booking type.
+
+</div>